As organizations grow, one of the problems that grows with them is the issue of inbound documents, which arrive in greater numbers from more channels than ever. Processing them in a timely manner can become an overwhelming burden that leads to higher costs, lower profits and negative impacts on customer service.
Outsourcing mailroom service can offer a solution to that constant avalanche of paperwork. The process reduces costs, time and errors associated with opening, managing and distributing inbound documents, freeing staff to focus on the core competencies of the business.
Mailroom services work through a combination of high-speed scanning and advanced form-identification technology. Once documents are imaged, they can be formatted to a company’s specifications, then routed based on specific business rules. Documents, files and records can be viewed, printed, shared, routed or archived in a cloud-based enterprise content management (ECM) system, or delivered to a company’s own systems. Whichever option is chosen, the company’s staff will have immediate access to all content.
Here are a few of the benefits of outsourcing your document intake process:
- More immediate access to information, allowing for more effective collaboration, better communication and quicker business decisions
- Streamlined compliance of regulatory requirements, such as GLBA, Fair Credit Reporting, SEC, HIPAA and others, including state mandates
- Use of leading-edge technology without the expense of purchasing costly equipment or software
- Experienced staff who ensure you receive the highest level of quality performance without lost or misplaced mail and/or documents
- Back-up/redundancy for disaster recovery
- Elimination of duplicate procedures, lost documents and the need to photocopy
As technology progresses and efficiency becomes even more crucial to the success of a business, avoiding the pitfalls of dealing with too much paperwork in the form of inbound documents could become a life-or-death matter for a company. Outsourcing mailroom processes could give a company the advantage it needs to stay on top and keep its focus where it belongs – on its core competencies.